Partial Rejection - all Application Types

1.1 Check sections A and B of the Post Intake Rejection Instructions form (and the LR34B(1), if necessary) have been completed, signed and, if applicable, has been authorised and the rejection code(s) from the Cool Ice list below has been identified on the form.

1.1.1 If a DW is being rejected and is attached to an FR, TP or other DW that is not being rejected the LR34B(1) is completed.

1.2 Check the Rejection/Withdrawal letter is completed.

1.3 Return the application to the settler for correct procedures to be followed, if necessary

1.4 Take on case on LRS under legal_cancel and open the application workdesk. 

1.5 Ensure that no further applications have been received subsequent to the instigation of rejection procedures. If any new applications are identified, refer back to settler adding a reason into the application workdesk notes and instructions.

1.6 Check mail log if necessary. 

1.7 Add UID numbers to the Post Intake Rejection Instructions form. 

2.1 Create an entry in the returns log (use only first UID number). 

2.2 Open returns log using unique logon, department and password. 

2.3 Click on create entry.

2.4 Click on cancellations.

2.5 Click on enter.

2.6 Complete all fields. 

2.6.1 The rejection code(s) selected from the picklist should match the rejection code(s) detailed in the Post Intake Rejection Instructions form.

3.1 Access CSS and amend closing note to state that application is rejected.

3.2 Tab down to CSS maintenance routines and F5.

3.3 Tab down to create/amend CSS notes and F5.

3.4 Fill in required details.

3.5 F1 to amend and then arrow down to the end of the closing note and enter application rejected, the rejection date and the initials of the rejection officer then enter.

3.6 F10 to exit CSR.

4.1 Open LRS application workdesk.

4.2 Clear all deed fields in the application workdesk relating to the deed being rejected.

4.3 Add N&I to application workdesk (right click for picklist and select partial cancellation and complete all fields.

5.1 Enter note for plans rejection officer in application workdesk (right click for picklist and select cancellation instructions to plans).

5.2 Print name, sign and date Rejection Officer section of Post Intake Rejection Instructions form.

5.3 Refer to plans rejections officer under plans_cancel.

5.4 On return from plans, take on LRS under Legal_Cancel and check Plans Rejection Officer section of Post Intake Rejection Instructions form completed.

6.1 Identify location of scanned Rejection/Withdrawal letter, or scan and save letter to appropriate location as necessary.

6.2 Create an email on outlook

6.3 In the 'To' field enter the email addresses detailed on the Notification details section of the application form.

6.4 In the 'Subject' field enter 'Rejection of application - (Deed Type)(Application Number)'.

6.5 Upload the Rejection/Withdrawal letter with checklist as an attachment

6.6 In the text field copy and paste the following text:

Please refer to the rejection letter attached. If you need to contact Registers of Scotland about this application please see the contact information at http://www.ros.gov.uk/

6.7 Check the email addresses are correct and send email.

Proceed to Step 8. 

8.1 Print name, sign and date Post Intake Rejection Instructions form.

8.2 Photocopy any relevant forms/letters/documentation for scan

8.3 Number up folios.

8.4 Print and complete L202C Add to Scan Request form.

8.5 Send L202C Add to Scan Request form and relevant copy documentation to scan.

8.6 If necessary, refer to instructions to cancel any shared plot application.

9.1 Release application on LRS to appropriate destination.

9.2 Pass application back to settler who initiated the partial rejection.

10.1 Return relevant document(s), form(s), invoice and Rejection/Withdrawal letter with checklist to agent.

11.1 Email Refund@ros.gov.uk and provide the UID number(s) and confirm the application has been rejected/withdrawn but to retain fees for possible representment.